Archive Scanning Services
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Archive Scanning Service Overview
Our scanning services are available at our Head Quarters in the UK. Regardless of your location we can scan your document archive often referred to as “back scanning”. Archive scanning projects normally involve the collection of the archive either in one collection or gradually over a period of time. Our expert team will initially asses the size of your archive and then work out the best way to progress the project.
Archive scanning projects often mean the collection of boxes and files from numerous locations including visiting off site storage companies or warehouses. This is quite normal and our team will plan your project collections in the most efficient manner possible. Once the documents have been scanned, most customers choose to have them destroyed, shredded and recycled. At the end of this process we provide a certificate of destruction to give you that peace of mind that your data is 100% secure. If you’d rather take them back that’s fine, but most people are looking to free up space so this option is rarely used.
The Latest Scanning Equipment
Due to the sheer volumes of documents we process during an archive scan our choice of hardware is often different to that used in our smaller scanning jobs. At BPMS we are equipped with the very latest high volume scanners from ibml. These scanners look and perform very differently to the type of scanner most people will be familiar with. Most importantly there is no sacrifice in quality, but they do allow us to scan much larger batches of documents in a more efficient way.
The ibml range of ImageTrac 6000 series scanners are designed for ultra high volume applications and capable of 286-429 ppm.
Why BPMS?
Experience
By putting your trust in BPMS you have access to decades of experience in working with clients both large and small in delivering document management solutions. We deliver and support the latest platforms and operate a fully staffed document scanning bureau housing the very latest equipment to deliver you a professional one stop shop for all your document and information management needs.
Security Guarantee
The security of your highly sensitive data, the cornerstone of everything you do, is central to everything we do at BPMS. All our personnel are subject to DBS checks and enter into a non-disclosure contract and our systems are continually subjected to the most strenuous testing.
What Our Clients Say
FAQ’s
What is archive scanning (or 'back-scanning')?
Archive scanning – sometimes called back-scanning – is the bulk digitisation of an existing paper archive. It typically involves collecting boxes and files from your offices or off-site storage, scanning them at our facility using high-volume equipment, and then either securely destroying or returning the originals once digitisation is complete.
Can BPMS collect documents from multiple locations or off-site storage?
Yes – and this is very common. Archive projects often involve collecting boxes from several office locations or third-party storage warehouses. Our team plans collections in the most efficient way possible to minimise disruption and cost.
How long does a typical archive scanning project take?
Project timelines depend entirely on the volume and complexity of your archive. Our team will assess your archive upfront and agree a realistic schedule with you. Our high-speed equipment means even very large archives can be processed quickly without compromising on accuracy.
What happens to my paper documents after archive scanning is complete?
Most clients choose to have their original documents securely shredded and recycled once digitisation is complete, with a certificate of destruction issued for peace of mind. If you’d prefer to keep the originals, we can return them to you instead – though most organisations want to free up the storage space.
Can the project be done in stages or does everything have to be collected at once?
Both options are available. Some clients hand over their entire archive in a single collection so they can immediately reclaim the storage space. Others prefer a phased approach where the archive is collected and digitised gradually over time. We’ll tailor the project to fit your operational needs.
Will I receive proof that my documents have been securely destroyed?
Yes. Once your originals have been securely shredded and recycled, we issue a formal certificate of destruction. This provides the audit trail you need to demonstrate your data has been disposed of properly and compliantly.
Why do organisations choose to scan their archives rather than just store them?
Physical storage is expensive and inefficient. Off-site box storage costs accumulate every year, and retrieving a single document can take days. Scanning an archive once gives you instant searchable access to every file forever, frees up office and warehouse space, and significantly improves compliance and security.